Universities can have thousands, even tens of thousands of students and applicants. Each individual represents a significant amount of paperwork. Every time a student applies for a class, completes a class or drops a class, documents happen. In the university system, action equals documents. Through sheer necessity university cloud document management systems have been developed to cope with this unimaginable amount of virtual paper handling.
Cloud storage is an effective and efficient way to manage these multiple terabytes of data. It allows for storage, retrieval and access by authorized users. Each process that can be completed online represents a cost saving measure for the school. Digital files are named and saved according to protocols established by the software to ensure retrieval as needed, often through a web portal.
The secure cloud management of documents allows multiple users access for different purposes. Most of the digital files are PDF files, portable document format that are compatible with most computers. Users only need to have Adobe Reader, a free application, on their hard drives. Many of the files cannot be edited or altered, while others were designed to be edited.
The growing trend towards online education has created another layer of administration and document generation. Students access their assignments and eBooks through a web portal with a secure password. Everything done in the web portal will need back up and storage.
The makers of PDF software applications, Adobe, developed the function that allows users to sign documents over the web electronically. This software and digital files are integrated into the could management system. The process is efficient and effective. In many cases, the student never needs to leave home to complete class registration and assignments.
Processing virtual paperwork using this management system can serve other functions. Schools still have hard copies of paperwork that can be scanned, and thus converted into electronic files. With the proper protocols, these electronic files will be much easier to access and significantly more secure than papers stored in a filing cabinet. The paper is shredded and replaced with an electronic, sometimes called digital, file.
Another function is intelligent data capture. This allows the university enterprise software to extract key data points, such as grades, student ID numbers, etc., and import the data into the enterprise system for future usage. Digital files that are no longer active can be archived. Storage is a very important function. With redundancies in place, there are back ups at least three deep. If one is lost due to some malfunction, the others are still intact. The necessity and the evolution of managing all these files and information in the cloud is the reality of today and tomorrow.
Cloud storage is an effective and efficient way to manage these multiple terabytes of data. It allows for storage, retrieval and access by authorized users. Each process that can be completed online represents a cost saving measure for the school. Digital files are named and saved according to protocols established by the software to ensure retrieval as needed, often through a web portal.
The secure cloud management of documents allows multiple users access for different purposes. Most of the digital files are PDF files, portable document format that are compatible with most computers. Users only need to have Adobe Reader, a free application, on their hard drives. Many of the files cannot be edited or altered, while others were designed to be edited.
The growing trend towards online education has created another layer of administration and document generation. Students access their assignments and eBooks through a web portal with a secure password. Everything done in the web portal will need back up and storage.
The makers of PDF software applications, Adobe, developed the function that allows users to sign documents over the web electronically. This software and digital files are integrated into the could management system. The process is efficient and effective. In many cases, the student never needs to leave home to complete class registration and assignments.
Processing virtual paperwork using this management system can serve other functions. Schools still have hard copies of paperwork that can be scanned, and thus converted into electronic files. With the proper protocols, these electronic files will be much easier to access and significantly more secure than papers stored in a filing cabinet. The paper is shredded and replaced with an electronic, sometimes called digital, file.
Another function is intelligent data capture. This allows the university enterprise software to extract key data points, such as grades, student ID numbers, etc., and import the data into the enterprise system for future usage. Digital files that are no longer active can be archived. Storage is a very important function. With redundancies in place, there are back ups at least three deep. If one is lost due to some malfunction, the others are still intact. The necessity and the evolution of managing all these files and information in the cloud is the reality of today and tomorrow.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about Energy Cloud Document Management Cost she recommends you check out www.docufree.com.
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